The Business Office & Executive Assistant is a trusted, highly organized professional who ensures smooth day-to-day operations of the school's business office while providing executive administrative support to the Superintendent, Deputy Superintendent, and COO.
Requirements
- Prepare and issue invoices (families, vendors, partners, reimbursements, grants, or other billables as assigned) and track invoices through payment/collection.
- Maintain accounts receivable trackers and follow up professionally on outstanding balances in alignment with school procedures.
- Support purchasing workflows, including preparing requisitions, obtaining required approvals, placing orders, tracking deliveries, and resolving discrepancies.
- Reconcile receipts and supporting documentation to statements and internal transaction logs; follow up to resolve missing or unclear documentation.
- Assemble accounts payable documentation (invoices, receipts, approvals) and route items appropriately to support timely processing and strong internal controls.
- Maintain organized, audit-ready records in accordance with school retention requirements (digital and/or paper), including consistent naming conventions and filing practices.
- Assist with routine financial and operational reporting by maintaining trackers, compiling summaries, and flagging discrepancies for leadership review.
- Support audits, compliance requests, and internal reviews by gathering documentation and ensuring completeness and accuracy.
- Communicate professionally with staff, families, and vendors regarding invoices, receipts, purchasing needs, and documentation standards.
- Manage calendars for the Superintendent, Deputy Superintendent, and COO, including scheduling, prioritizing requests, and resolving conflicts with minimal disruption.
- Proactively protect executive time by applying prioritization rules, consolidating meetings when appropriate, and routing requests to the appropriate leader or team member.
- Triage executive inboxes, organize messages, draft routine responses when delegated, and ensure urgent matters are flagged and tracked.
- Prepare meeting materials and briefing packets; support agendas, notes/minutes as assigned, and follow-up tracking for action items and deadlines.
- Coordinate logistics for meetings (in-person and virtual), including rooms, technology, attendees, calendars, and materials.
- Support travel planning and itineraries as needed, including confirmations, schedules, and supporting documents.
- Maintain executive files and confidential records with strict discretion and attention to detail.
- Serve as a professional point of contact for executive offices, ensuring timely, respectful, and accurate communication with internal and external stakeholders.
- Represent leadership with professionalism, responsiveness, and tact, including in high-pressure or sensitive situations.
- Coordinate the flow of information by collecting, organizing, and presenting key items that require executive attention.
- Confidentiality and Professional Standards
Benefits
- Paid time off
- 401k matching
- Health insurance
- Other benefits (not specified)
